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RAPPAHANNOCK RAPIDAN COMMUNITY SERVICES

Serving the Counties of Culpeper, Fauquier, Madison, Orange and Rappahannock

Administrative Services Committee Meeting

February 23, 2016

NOTE: To navigate this document, click on items in the Table of Contents to be taken to supporting documents in the package.

TABLE OF CONTENTS

Meeting Information Page #

Meeting Agenda – February 23, 2016 2 Financial Highlights 3 Financial Statements – December 2015 4 Miscellaneous Revenue & Expenses 6 FY16 Revision 8 FY17 Budget Timeline 9 RRCS Acronyms 10

Chair, Elizabeth Blubaugh

Rappahannock County

Director, Finance and Administration,

Anna McFalls amcfalls@rrcsb.org

Executive Director, Brian Duncan

bduncan@rrcsb.org

Administrative Services Support Supervisor,

Deanne Cockerill dcockerill@rrcsb.org

P.O. Box 1568 Culpeper, VA 22701

(540) 825-3100 (540) 825-7391 TTY

www.rrcsb.org

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Rappahannock Rapidan Community Services Administrative Services Committee Meeting

February 23, 2016 Bradford Road Offices

11:30 a.m.

Agenda

• Meeting Called to Order - Elizabeth Blubaugh

• Review Agenda for Additions/Deletions

• Items:

1. Updates – Brian Duncan 2. Update on Health Benefits & Wellness Program 3. Financial Statements – December 2015 4. Review FY16 Revision 5. FY17 Budget Timeline 6. Update on Software RFP 7. Division Updates 8. Other

• Adjourn

The next regularly scheduled Administrative Services Committee meeting will be held on March 22, 2016 at 11:30 a.m.

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Rappahannock Rapidan Community Services Financial Statement Highlights

December 2015

Personnel ALL $ 491K Three payrolls in December 44K Workers comp quarterly payment Consultant MH 12K LIPOS (reimbursed by RACSB) ADMIN 4K Final FY15 Audit Payment Facility ID 13K Group Home Repairs & Renovations (some w/KOVAR funds) MEDICAID FEES $ 634,828 Received in Nov $ 650,612 Received in Dec CASH BALANCE $ 1,733,556 November 30, 2015 $ 1,170,356 December 31, 2015

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FY2016 2nd QUARTER BUDGET REVISION SUMMARY

ORIGINAL FY2016 BUDGET 25,717,546

REVENUE ADJUSTMENTS increase/(decrease)

Fee Adjustments (-206K MH; -309K ID; 4K SA) -695,014DBHDS Revenue ChangesCIT additional funding (budgeted $68,600 vs. actual $115k) 46,400Medicaid EHR Incentive Program 8,5002% State COLA 34,157VDA Revenue ChangesVICAP additional revenue 17,255Grant (new) Revenue (decreases)Children's Mobile Crisis (reduced funds while 1 staff) -63,095Program Revenue changesVHDA vouchers (from DSS) 36,908Transit Revenue ChangesVan Sales (10 vans) 24,948

Total Revenue Adjustments increase (decrease) -589,942

EXPENSE ADJUSTMENTS increase (decrease) expense

Personnel AdjustmentsPersonnel Salary & Fringe Projection -695,854Operating Expense AdjustmentsVICAP - expenses for additional revenue (50% of 17,255) 8,628Changes to Program ExpensesITC Consultant Expense running under budget -54,063Aster (excludes personnel & travel) -4,209Millfield (excludes personnel & travel) -13,112Young Adults (excludes personnel & travel) -42,190Childrens Mobile (excludes personnel & travel) -21,058CIT (excludes personnel & travel) 16,217Reno./Maintenance Expense changesCulpeper Clinic Renovation/Expansion 113,900Relocation Visions/Senior Center during renovation 12,000Repairs & Maintenance running over budget 61,037Miscellaneous Changes to ExpensesVA Risk D&O and malpractice -6,451Auto insurance (on enterprise rentals) 3,414VHDA voucher (processing fee to Culpeper DSS) -2,880Mileage projecting to run under budget -13,403Snow removal 16,600Other Psych Services - RN services -29,205Medical contract- Detox (Dr. Sheets) -16,113Medical contract- MH outpatient (Dr. Krause) 6,732Misc expense running over budget 38,403Bradford Road Loan P&I - refinanced 14,192Interest on Line of Credit BB&T (paid off) -9,600Interest on Line of Credit Union (3 months) 2,400RCCT training 18,674DLA training (clinical) 6,000

Total Expense Adjustments -589,942

REVISED FY 2016 BUDGET 25,717,546Page 8 of 10

RRCSB FY17 Budget Timeline

Division Budget Meetings: March 3, 9:00 Finance and Administrative Services March 14, 1:00 Clinical Services March 16, 9:00 Community Support March 23, 1:00 Aging and Transportation Deadline March 15 Meetings with IT Manager March 3 – March 18 Budget Input Sheets Provided by Accounting to Program Managers & Division Directors March 3 - March 25 Divisions hold meetings as needed with: Reimbursement Procurement Accounting Director of Finance and Administrative Services April 1 Budget Input Sheets due to Division Directors April 8 Budget Input Sheets due to Executive Director April 11 Budget Input Sheets due to Accounting and Reimbursement April 21 Payroll first pass to Accounting Manager Fees due to Accounting from Reimbursement April 26 Admin. Committee update on budget Early to mid May Letter of Notification arrives from the Department May 11 Review First Round of Budget May 24 Admin. Committee update on budget June 9 Mail budget to Board Members June 14 Budget Presentation to Board Mid June Performance Contract due to Richmond June 28 Budget slide show and Budget approval at Called Board Meeting following Administrative Committee meeting

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RRCSB Acronyms AAA Area Agency on Aging (25 organizations in the Commonwealth of Va) 12/31/2015 ADC Adult Day Care (Warrenton location) AGA Association of Government Accountants (we are not members) AMR Aging Monthly Report (VDA financial reporting) BTI Boston Technologies Inc. (RRCSB Accounting software system) CARS Community Automated Reporting System (DBHDS financial reporting) CCS Community Consumer Submission (DBHDS statistical reporting) CIT Crisis Intervention Team CSA Comprehensive Services Act CSB Community Services Board (40 organizations in the Commonwealth of VA) COSIG Congress State Infrastructure Program DARS Department of Aging & Rehabilitative Services DAP Discharge Assistance Program (MH discharge from Western State) DBHDS Dept of Behavioral Health & Disability Services (40 organizations in the Commonwealth of VA) DMAS Dept of Medical Assistance Services (Medicaid) DRS Dept of Rehabilitative Services DSS Dept of Social Services EAP Employee Assistance Program (DBHDS) EAP Elder Abuse Prevention (VDA) EDI Electronic Data Interface FAPT Family Assessment & Planning Team FBG Federal Block Grant HAP Housing Assistance Payment (tenant assistance in HUD projects) HCVP Housing Choice Voucher Plan (tenant assistance in VHDA projects) HIPAA Health Insurance Portability & Accountability Act HPR1 Health Planning Region 1 (eight CSBs including Rapp-Rap) HRIS Human Resources Information System HUD Housing & Urban Development ISP Individual Service Plan ICC Intensive Care Coordination IT Information Technology ITC Infant Toddler Connection LHRC Local Human Rights Committee LIPOS Local Inpatient Purchase of Service (DBHDS Mental Health) Mcad Medicaid MIPPA Medicare Improvements for Patients & Providers Act NAPIS National Aging Program Information System (VDA statistical information) NGRI Not Guilty by Reason of Insanity PACT Programs for Assertive Community Treatment PAS Psychiatric Assessment & Support (MH) PD9 Planning District 9 (Culpeper, Fauquier, Madison, Orange & Rappahannock counties) PeerPlace VDA statistical reporting software used by AAAs PMMP Protective Money Management Program REAC Real Estate Assessment Center (HUD) ROAP Regional Operation Administered Program (Visions lunch funds) SAPT Substance Abuse Prevention & Treatment (DBHDS federal block grant) SARPOS Substance Abuse Residential Point of Service (DBHDS) SED Seriously Emotionally Disturbed (program for children up to age 18) SMI Seriously Mentally Ill (age 18+ ~ emotionally disturbed until 18) SGF State General Funds SNAP Supplemental Nutrition Assistance Program (previously called Food Stamps) SPO State Plan Option (type of Medicaid) VASIP Virginia Service Integration Program VICAP Va. Insurance Counseling Assistance Program (VDA) VICAP Va. Independent Clinical Assessment Program (MH) VDA Va. Division for the Aging VHDA Va. Housing Development Authority

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